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Texas Transaction Coordination Services
from Contract to Close


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Freedom Real Estate Services will coordinate your Texas real estate transaction from contract to close. Specializing in comprehensive real estate transaction management to streamline your deals. We’ll keep an eye on all the little details so you can focus on the big picture. 

We’ll work with you to set up a custom experience for you and your clients that’s not only consistent and repeatable on every transaction but that grows with your business over time. Our team of virtual real estate transaction coordinators is dedicated to ensuring smooth and efficient transaction processes for real estate agents.




  • Introduction email to your client, the co-broke agent, escrow officer, lender, any other necessary parties

  • Email key dates to you and your client after introduction email

  • Email the executed contract to the co-broke agent, title, and lender

  • Track receipt of contract from title

  • Track delivery of earnest money deposit and option fee

  • Track Survey, T-47, Seller Disclosure, and other document due dates

  • Track contract obligations like the Resale Certificate and Subdivision information

  • Track contingency dates and send out 48 hour reminders

  • Weekly updates to all parties after option period

  • Pre-closing utility connect/disconnect reminders

  • Pre-closing reminders to forward mail, cancel monitoring and lawn services

  • Reminders to transfer all smart home access information

  • Periodic relevant email updates to your client when necessary

  • Assist your clients with scheduling closing

  • Assistance completing CDA request

  • Track and organize all transaction documents

  • Provide you with a completed copy of all transaction documents after closing

  • Services will be billed directly to title and payable at closing on the settlement statement or invoiced directly to you for payment

  • If the transaction doesn’t close, our fee is waived

** Texas does not allow dual agency, you only pay for the side you represent. We do not require both sides to use a Transaction Coordinator.



  • Introduction email to your client introducing us as your Listing Coordinator

  • Let your clients know we’ll be following up with them for documents and signatures where necessary

  • Check executed listing agreement for completeness: initials, signatures, complete/correct names, all addenda and disclosures are present

  • Check listing agreement for compliance against your Broker’s requirements (if provided)

  • Schedule photographer, stager, sign & lockbox install

  • Receive and review photographs

  • Upload photos to MLS and add photo descriptions

  • Attach virtual tour links

  • Upload completed broker info sheet, seller’s disclosure, survey, T-47, MUD addendum, POA addendum, list of upgrades, offer instructions, and any other relevant information supplied and approved by agent

  • Send a copy of MLS listing to agent and client for review and approval

  • Enter showing information into ShowingTime

  • Send copies of all completed documents to agent and seller(s)

  • Send out emails to agent and seller(s) once listing is active in MLS

  • Post open house dates

  • Update listing as required/directed by agent

  • Review Zillow photos, price, and public description for discrepancies 2 business days after listing goes active in MLS



  • Check all contract documents for completeness.

  • Check to make sure all contract documents and addenda are present.

  • Notify agent about missing initials/signatures, incomplete blanks on contract documents, and missing addenda.

  • Organize all electronic documents (sort, rename, time/date stamp).

  • Check all contract documents against Broker compliance checklist.

  • Upload documents into broker’s back-office system.

  • Gather earnest money deposit and option fee check image(s).

  • Submit a CDA request to Broker.

  • Check contract documents and CDA against preliminary settlement statement.

  • Deliver completed CDA to title prior to closing.

  • Deliver final copy of all signed documents to Agent and Broker.

  • Gather and file final settlement statement upon successful closing.



Every transaction is a little different but they all share a common theme. The items below are what we consider our baseline and something you should expect from us on every transaction we work together on. Our virtual transaction coordinators for real estate agents are equipped to handle every aspect of your transaction, ensuring a seamless experience from start to finish.

Transaction Coordination Prices
Lising Coordination


  • What states does Freedom Real Estate Services work with?
    Freedom is Texas based Transaction Coordinator Service and services agents across the entire state of Texas. We’re very familiar with TREC and TAR forms as well as the closing process for residential real estate in Texas.
  • Why should I use Freedom Real Estate Services instead of hiring my own assistant?
    Consider us an on-demand fractional service that doesn't cut into your operating budget. When you have a contract, we're here to help. When you don't have a contract, you're not paying for an idle resource. Having said that, if you already have a full or part time assistant, you can still use our services as backup when your assistant is ill, on vacation, or on an extended leave of absence. We're also great for overflow when you have more than your assistant can handle.
  • What processes do you use to help me manage my transaction?
    We use best of breed purpose-built software to track your transaction, not a bunch of spreadsheets and post-it notes. Using dedicated software to help coordinate a transaction also allows us to have a seamless transition from one Transaction Coordinator to another in the event that one of our staff is sick or on vacation. In addition to dedicated software and a well oiled team, we also do capacity planning to try to keep the average number of transactions to a manageable level per Transaction Coordinator. This helps ensure each Transaction Coordinator isn’t overworked which will help reduce mistakes, make for a happier and more productive Transaction Coordinator, and most importantly, it will allow each Transaction Coordinator to give you and your clients the feeling that you’re getting personalized one-on-one service.
  • How do I get started with your service?
    Give us a call or send an email and let us know when you're available for a callback. We'll send out a packet of information for you to review that includes a scope of responsibility and a schedule of fees. Once you're onboarded you just need to email your next contract to us and we'll get to work.
  • Do you require a commitment or an exclusive agreement?
    No, never. While we'd love to work with you on every transaction, we realize some transactions may be too simple or too small to cover the cost of transaction coordination. You're also always free to leave at any time or to only send us overflow or seasonal contracts.
  • How can I use your services for free?
    Call us and we'll explain how most of our clients enjoy our Transaction Coordination services without paying for them. It's a simple process that most agents already use.
  • What makes your service the best choice for a real estate transaction coordinator?
    At Freedom Real Estate Services, our real estate transaction coordinators stand out due to their expertise, personalized approach, and commitment to efficiency. Each virtual transaction coordinator is not just skilled in handling paperwork and deadlines, but also excels in providing tailored support to real estate agents, ensuring every transaction is managed with the utmost precision and care. We believe in combining technology with a human touch to offer the best transaction coordination services in Texas.


Here’s a list of some of the more popular real estate software we’ve worked with to help our clients close their transactions.

  • SkySlope

  • Zipforms

  • Docusign

  • Dotloop

  • Keller Williams Command

  • Backagent

  • Docusign Rooms

  • Folio

  • Realty Back Office

  • Dropbox

  • HelloSign

  • AuthentiSign

  • Google Drive

  • Sierra Interactive

  • ZohoCRM

  • Box

  • Trello

  • Transaction Desk



Interested in taking advantage of our services?  Get in touch and learn more about how we can help you.

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